Best Project Management Tools (Updated February 2024)

If you’re on the hunt for an easy, straightforward way to manage your projects more effectively then a comprehensive project management tool is a must. Ideal for both simple and complex goals, these handy solutions are specially designed to meet the growing demands of any type of project and can help you to create, track, and manage tasks all from one centralized location. Offering a robust suite of features, and allowing for full customization, these solutions are also able to facilitate communication across teams and departments, and will scale alongside you as you grow and expand. 

Thankfully, as more companies have grown and expanded the demand for workplace solutions has also grown, leading to the creation of hundreds of unique options that are perfectly tailored to meet varying needs. Whether you work in IT or HR, work alone or are part of a 100-person team, there is certainly a project management tool out there that will feel like it was custom-made for you. However, with such a wide range of products available, finding that ideal solution can be overwhelming and tricky, which is why this guide will walk you through some of the key considerations you will need to make on your journey. From key features to preferred methodologies, this buying guide covers everything you will want to contemplate before implementing your next program. 

Who Uses a Project Management Tool?

Implemented by teams all across the globe, these unique solutions  can be found inside over 77% of companies. Regardless of what industry you work in, what department you’re a part of, or what individual tasks you are responsible for, there is bound to be an option that feels like it was made for you. These solutions are not only relied on by in-house teams, but in our modern, digital age they have become a common choice for remote workers, freelancers, and those who are required to travel for their job. By connecting business and their employees anywhere, any time, the best project management tools do an amazing job of encouraging communication and keeping deliverables on track for successful completion.

Common industries where project management tools have become a must include:

• Digital Security & Information Technology
• Human Resources
• Marketing Agencies
• Financial Services
• Video Game Development
• Construction & Engineering
• Education
• Healthcare
• Law

Without a proper program, many of these industries will find that they are unable to accomplish key tasks, are struggling to correctly manage their resources, and run the risk of failure due to miscommunication and a lack of a clear vision. This is why a carefully selected option is so essential and why teams who do take the time to implement one see higher rates of success, report a more positive attitude towards their work, and are able to reduce common frustrations between team members that would otherwise boil over into larger, more serious issues. All in all, a project management tool is seen as a positive resource that once implemented can make for more enjoyable and successful projects that all stakeholders are impressed by. 

Project Management Tools – Key Features

Depending on the solution you choose to implement, there will be a number of key features that come included with your top project management tool. On an individual level, you may only use a handful of these features daily, but when spread across your organization there is a good chance at least someone within a department will be utilizing additional features and aspects. This is why it is always important to take into consideration the needs of all employees when choosing project management software solutions so that you can ensure all team members will find it useful, efficient, and an enhancement to their job. 

Key features that are commonly found across all top project management tools may include:

• Collaboration & Communication 
• Planning & Scheduling
• Task Management
• Project Planning
• Project Monitoring
• Resource Management
• Real-Time Reporting
• Open Integration & Customization
• Billing & Quotes

Some tools for project management may be able to incorporate all of these functions into a single platform, while others are more niche and choose to focus on one or two key functions. Depending on who will be using the tool, and what each person’s role is within the company, you may find that you prefer one type of project management tool over another. For example, if you work in IT and it will only be IT using the platform, having access to a CRM or HR-related program is going to be fairly unnecessary and only complicate the tool you are trying to use. In a case such as this, it would be better to focus on IT-specific tools where all features and integrations are built around your needs. 

Likewise, if you are working for a large business that encompasses many different departments and roles, a hyper-specific solution is only going to be beneficial for a select few and may not offer enough functionality to be rolled out company-wide. If this is the case, you will want to explore more broad project management tools that combine a full suite of features into one platform and that can handle the unique needs and requirements of all employees who will be using it. 

Understanding Methodologies

Beyond key features and project uses, another important factor you will need to consider is the type of methodology you prefer and whether or not your selected project management tool will support that. Often overlooked, methodologies are the guiding principles and processes that shape how you tackle a project and will outline the steps you follow, the work you do, and the order it is all accomplished in. For some industries, project methodologies aren’t something you focus too strongly on, while for others, such as IT, the methodology you select can ultimately be what determines how successful you are. This is why it is important to not only understand the various methodologies, but to also identify which one suits your current project best and which ones are supported by your selected choice. 

Some of the most common project methodologies that you should be aware of include:

• Kanban Methodology
• Waterfall Methodology
• Agile Methodology
• Scrum Methodology
• Critical Path Method
• PMI / PMBOK
• Lean Methodology
• Extreme Programming (XP)
• PRINCE2
• Six Sigma

Which project methodology you select will depend heavily on industry, project type, team size, and needs. Some options, such as Six Sigma, for example, are only intended for large-scale enterprises that encompass hundreds of employees as it focuses on top-down expectations and is constantly being evaluated and refined until it is successful. Smaller teams, on the other hand, tend to find methodologies such as Critical Path Method to be more suitable as it focuses on identifying individual tasks and milestones and creating a linear stream of deliverables that need to be met before moving on to the next step. Regardless of which is best for you, the key takeaway is that your selected project management tool needs to be able to support your preferred methodology. 

Common project management tools that are currently on the market tend to focus heavily on the Agile Methodology and all of the sub-methodologies that fall under that heading. You will frequently see Kanban boards and Gantt charts promoted in feature lists, and these are popular options that can be used by the vast majority of teams and industries. However, if you are seeking a more niche methodology, or need the flexibility to switch between various methodologies depending on the project, then you will want to tailor your search to meet that requirement. 

With so many unique project management on the market, including both no-cost and paid versions, it can be overwhelming trying to narrow down which one is right for you. To make it easier, it’s important to consider not only the type of work you do, but also the industry you’re in, what your budget is, and how many people will be using the program. Although it isn’t a quick process, you do want to truly take your time before settling on any selection,  as the solution you choose will likely become a determining factor on whether or not you see an increase in success on the projects you tackle. 

To help make your search easier, always explore as many options as you’re able to find and dive deep into their feature lists, use cases, and reviews. You can also take advantage of any trials that may be available which will allow you to play around with key functions and ensure it contains everything you require to accomplish your goals. Regardless of your preferences, needs, or favorite project methodology, there is bound to be a best project management tool that will work for you, and it’s just up to you to get out there and find it.